Docstoc

CMS Evaluation Recommendation report.doc

Document Sample
CMS Evaluation Recommendation report.doc Powered By Docstoc
					                                                Page 1 of 49




                          UWA Website Project


                    CMS Recommendation Report

                               25 May 2007




      CMS Upgrade: Risk Analysis and Recommendation




Prepared by:

Sarah Delfante
Library Web Coordinator
                                                             Page 2 of 49




CONTENTS
Executive Summary …………………………………………………………….                   3

Introduction ……………………………………………………………………..                    5

Methodology …………………………………………………………………….. 5

Summary of results …………………………………...…………………………... 6

Recommendation …………………………………………………………………. 7

Appendix 1: CMS Functional Requirements ……………………………………       8

Appendix 2: Risk Register ……………………………..………………………… 29

Appendix 3: Risk Treatment Plan…………. …………..………………………… 35

Appendix 4: Issue Register ………………. …………..………………………… 38

Appendix 5: Expected Benefits…………… ……………………………………            42

Appendix 6: Case Study: Department of Justice………………………………… 43

Appendix 7: Case Study: Monash University …………………………………… 45

Appendix 8: Case Study: University of Melbourne……………………………… 46

Appendix 9: CMS Matrix Comparison of CMS Products………………………   47
                                                                                  Page 3 of 49




EXECUTIVE SUMMARY
MySource Classic Web Content Management System (CMS) was implemented by the
University in 2002 and is currently used to maintain most official websites.

The current CMS is now an aging system and a number of reports and reviews have identified
issues with MySource Classic. Replacing the CMS is a significant and necessary step towards
resolving other web-related issues.

The University Library has 18 months experience with a newer version of the same product
MySource Matrix (http://matrix.squiz.net/). The Library Website Coordinator was seconded
to the UWA website project to undertake a CMS evaluation to
    gauge the University‟s CMS requirements based on existing reports and further
    consultation with critical stakeholders;
    measure the University‟s requirements against vendor responses and the Library‟s
    experience;
    identify risks and opportunities through three case studies of CMS implementations;
    compare MySource Matrix against prominent CMS products from other vendors;
    complete a risk and issue analysis of the upgrade path; and
    recommend whether the Matrix upgrade path is an appropriate solution for the University.

The outcome from the evaluation process is
   all of the University‟s mandatory requirements are met by MySource Matrix;
   all risks associated with the upgrade as minor or low; and
   a number of significant benefits will flow from an upgrade to MySource Matrix.

On the balance of the evidence available, it is recommended that the University plan to
upgrade its current CMS to MySource Matrix.
                                                                                  Page 4 of 49



INTRODUCTION
This recommendation report summarises a risk analysis undertaken to evaluate upgrading the
university CMS to MySource Matrix without performing a full evaluation of CMS products in
the broader market.


ISSUE TO RESOLVE
The MySource Classic Web Content Management System (CMS) employed by the University
to publish most official websites was implemented in 2002.

The Information Management Review project undertaken by Information Technology
Services in 2006 recommended that, given the importance of the website as one of the
University‟s main marketing assets, the CMS should be regarded as a critical application.

The issues and risks associated with the current CMS solution (as identified in the UWA
CMS Review) revolve around the following shortcomings:

      Usability
      System to system integration
      Transactional functionality
      Accessibility
      Versioning
      Scalability

The following broad factors are considerations in resolving the current shortcomings and
arriving at a CMS solution that will support the delivery of a website which aligns with the
objective of the web site project to meet or exceed national and international exemplars and
standards, and to meet or exceed the expectations of users:

      Platform agnostic
      Robust versioning
      Tools to streamline content quality assurance
           o XHTML compliant output
           o W3C compliant pages
           o Link validation
           o Metadata enforcement
           o Automated content review cycles
      Highly usable
      Highly scalable
      Not necessarily a content delivery platform
      Extensible
      Flexibility of workflow
      Flexible deployment of content
      Compatible with UWA portal initiative
      Exit path

The options considered regarding the University‟s current CMS were:
                                                                                  Page 5 of 49



    1. Retain and undertake development of the current CMS
    2. Go to market for a replacement CMS
    3. Evaluate possible CMS upgrade path

It was acknowledged that the time taken to replace the CMS could be compressed by
upgrading to a new version of the current CMS, although it was identified that an analysis of
fitness for purpose and the risks involved needed to be adequately assessed before making a
decision.

The University is currently using MySource Classic version 2.8.6 developed by Squiz.net. A
number of other CMS solutions are in use around the University. The University Library
undertook a requirements gathering and a „Request For Proposal‟ process before
implementing a more recent version of the Squiz.net product, MySource Matrix version 3.10
in January 2006. Given the Library‟s experience with MySource Matrix, the Library Web
Coordinator was seconded to the UWA website project to:

      gauge the University‟s CMS requirements based on existing reports and further
       consultation with Information Technology Services;
      measure the University‟s requirements against the Library‟s experience;
      undertake a risk analysis of the upgrade path;
      recommend whether the upgrade path is an appropriate solution for the University as a
       whole.

The results of this exercise are detailed below in this recommendation report.


METHODOLOGY
The methodology employed to evaluate the suitability of an upgrade path emphasizes existing
knowledge and experience and includes the following approaches and phases.

CMS Functional Requirements
A comprehensive set of functional requirements for a replacement CMS were developed
based on requirements developed by the University Library and additional requirements
identified in the Web@UWA Review (2005) and UWA CMS Review (2007). Additional
consultation was undertaken with critical stakeholders and an invitation for comment was sent
to the University web-authors mailing list.

Vendor responses and the Library‟s experience were used to measure the performance of
MySource Matrix against the functional requirements.

Risk and Issue Registers and Treatment plans
A Risk Analysis was undertaken in line with the University‟s Risk Management process
which is closely aligned to the relevant national risk assessment standard AS/NZS 4360.

The following steps were performed:
    Step 1 – Establish the context - Understand the Business and Clarify Objectives
    Step 2 - Identify Risks (via a Risk Register and Treatment Plan)
    Step 3 – Assess Risks (via a Risk Register and Treatment Plan)
                                                                                             Page 6 of 49



In order to ensure a structured and consistent rating of risks and to ensure risk relativity across the
organisation, the University Risk Matrix was be used to assess consequence, likelihood and
calculate risk rating.

Case Studies
Three institutions with CMS implementations were selected for the purposes of identifying
additional risks, requirements and opportunities. Two universities and one state government
department were selected. One using MySource Matrix, two using another CMS, one of
which is using the same portal technology recently selected for the UWA portal. The
institutions selected were University of Melbourne, Monash University and the Department of
Justice.

Feature Comparison of CMS Products
The decision not to go directly to market for a replacement CMS introduced a risk that other
systems that might meet or exceed our requirements would be excluded from evaluation. In
order to highlight additional requirements, a feature comparison of some leading CMS
products was conducted via the comparison tool at CMSMatrix.org. CMS products compared
were MySource Matrix, Drupal, Interwoven Teamsite, and RedDot CMS.

Expected Benefits
Brief statements of expected benefits accruing from an upgrade to MySource Matrix were
compiled into a list.


SUMMARY OF RESULTS

CMS Functional Requirements
Functional requirements for a University CMS were compiled from:
    The Library‟s CMS functional requirements (adapted for University-wide solution)
    Web@UWA Review
    UWA CMS Review
    Information Management Review
    Liaison with ITS
    Liaison with Schools currently outside the CMS

From Squiz.Net‟s response, the experience of the University Library and that reported by the
University of Melbourne (Appendix 8), it was determined that all mandatory functional
requirements were met by MySource Matrix. (Appendix 1)

Risk and Issue Registers and Treatment plans
A risk analysis was performed in-line with the University‟s Risk Management process which
produced a Risk Register and Risk Treatment Plan. Additionally an Issue Register was started
and expected benefits documented.

Feedback into the risk analysis was sought from Safety and Health (Stuart Spouse), ITS (Peter
Morgan, Paul Blain, Roger Hicks), those with technical expertise and experience with the
current CMS (Dan Petty, Mark Tearle) and Faculty representatives (Di Arnott, Narelle
Molloy, Heather Merritt, Jason Pascoe).
                                                                                  Page 7 of 49


Risks identified concerned
    Governance
    Scalability
    Security
    Custom functionality
    Extensibility
    Integration with other systems
    Complexity
    Infrastructure
    Short time-frame of project
    Product support and development
    Usability

It was established that all identified risks with upgrading to MySource Matrix had existing
controls or treatment options, and that all identified risks were assessed as minor or low.
(Appendices 2, 3, & 4)

The risk and issue registers and treatment plans are intended to be live documents that would
evolve as an implementation was planned and as each risk and issue was addressed.

Case Studies and Feature Comparison of CMS Products
The decision not to go directly to market for a replacement CMS introduced a risk that other
systems that might meet or exceed our requirements would be excluded from evaluation.

For example, Gartner Research lists Interwoven TeamSite in the leading quadrant of
Enterprise CMS solutions. References were sought from the Department of Justice (Appendix
6) and Monash University (Appendix 7), both of whom use Interwoven TeamSite as their
CMS.

Screenshots and live demonstrations of the Interwoven TeamSite editing interface revealed it
to be significantly more complex to use than front-end, in-context editing in MySource
Matrix. This may have been a factor in the relatively small number of staff trained to use the
product at each site examined relative to the 2,000 staff using the current version of
MySource Classic at UWA.

However the Interwoven MetaTagger product used at both the Department of Justice and
Monash University was of particular interest. MetaTagger can be trained to classify
documents according to agreed schemas, thereafter automatically classifying documents with
a high degree of accuracy. MetaTagger would significantly reduce the work entailed in
classifying web information and would very likely improve the quality of classification. Local
vendors have confirmed that MetaTagger is available as a standalone product with an
interface that should allow integration with a range of enterprise applications including
MySource Matrix.

A comparison was conducted by CMSMatrix (http://www.cmsmatrix.org) between MySource
Matrix, Interwoven TeamSite, Drupal and RedDot CMS.

The case studies and CMSMatrix comparison did not uncover any functionality missing
from MySource Matrix that would be desirable. Although the University should
                                                                                  Page 8 of 49


investigate the feasibility of integrating a standalone classification tool such as
MetaTagger with the CMS.

Expected Benefits
A number of benefits (Appendix 5) may or will accrue from the University‟s upgrade to
MySource Matrix. Generally these benefits fall into two categories: benefits derived from
upgrading from an older to new version of a related product and benefits of MySource Matrix
versus other CMS products including MySource Classic.

Simplification of site migration through the vendor‟s experience in supporting this upgrade
path, reduction in retraining through familiarity of some aspects of the user interface and
processes and reduction in time and cost to migrate custom functionality in Classic to Matrix
through common elements of the architectures are some significant benefits flowing from an
upgrade to Matrix.

Reduced cost through open source licensing, utilisation of existing infrastructure and
architecture, access to comprehensive CMS feature set and better support for legislative
requirements.


RECOMMENDATION
Based on the
    vendor response to the University‟s functional requirements
    risk analysis performed
    issues and benefits identified
    references from other intuitions and government departments
    CMS Matrix comparison of CMS products

it was determined that:

      all mandatory functional requirements were met by MySource Matrix
      all identified risks with upgrading to MySource Matrix were assessed as minor or low
      a comparison of CMS products did not uncover any functionality missing from
       MySource Matrix that would be desirable

Based on the evaluation of MySource Matrix against the University‟s requirements and the
risk analysis of the upgrade path performed it is recommended that the University upgrade to
MySource Matrix.
                                                                                                                                                                                   Page 9 of 49



APPENDIX ONE: CMS FUNCTIONAL REQUIREMENTS
http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Functional%20Requirements%20(Squiz).doc

Item      Description                                      Technical issues      Criticality   Code   Respondent’s comments
General
1.        The solution must fully support the W3C Web      Is this facilitated   Mandatory     Y/FC   MySource Matrix may be used to publish sites that conform to W3C Web Content
          Accessibility Initiative (WAI) for compliance    through HTML Tidy                          Accessibility guidelines.
          with disability access to online information.    or are there                               -    Prompts authors to add additional info for accessibility req. (e.g. ALT tags)
                                                           additional
                                                           mechanisms?                                -    Allows authors to publish alternate versions of material (PDF, Flash)
                                                                                                      -    Automatically corrects invalid tags (HTML Tidy)
                                                                                                      The admin interface of Matrix is itself not web accessible however it is possible to create
                                                                                                      templates that allow web accessible updating of content through the front-end „Simple Edit‟
                                                                                                      interface.
2.        Built using open standards with a license that   Please describe.      Mandatory     Y/FC   The software is free and has no licensing fees. Clients have full access to the source code
          allows UWA staff to make modifications.                                                     which is open and available for modification by you. Matrix is an open source product
                                                                                                      which operates well on an open source platform (Apache, Linux and PHP) and uses other
                                                                                                      open source software to offer additional functionality.
3.        There should be a clear exit path from the       Please provide        Mandatory     Y/FC   MySource Version 4 is an entirely SOAP orientated architecture and there will be an
          CMS where content can be exported in a           detail on the way                          upgrade path between versions 3 and 4.
          variety of flexible formats (e.g. XML).          in which content
                                                                                                      Some assets include XML interfaces, however these need to be built with the asset when it
                                                           can be exported                            is created.
                                                           from the CMS.
                                                                                                      Matrix is an open source product and the API to the system is available, allowing you to
                                                                                                      write a script to perform a complete export of content in whatever format is preferred.
                                                                                                      Squiz can provide a script to export content in an agreed format if required.
                                                                                                      Squiz provide a script that allows you to export the entire contents of your MySource
                                                                                                      Matrix repository and move it to external storage. Content may also be sent to other
                                                                                                      backup media such as tape.
                                                                                                      Content is exported either as a dump file (tar.gz), in a proprietary XML format (which can
                                                                                                      then be imported) or in a custom format as defined by an asset listing. The asset listing
                                                                                                      allows you to print all information about an asset in whatever format you define using
                                                                                                      MySource Matrix keywords.
                                                                                                      Content can be exported from Matrix in XHTML format, for use in third party document
                                                                                                      management systems (TRIM).
4.        A pricing model where a flat fee for unlimited                         Highly        Y/FC   The software is free and has no licensing fees.
          end-user licenses can be issued.                                       desirable
Interface
                                                                                                                                                                          Page 10 of 49


5.      Separate layers for managing content,                               Mandatory   Y/FC    Design templates.
        presentation and site structure must exist in
        the CMS.
6.      Navigational functions in the CMS must be                           Mandatory   Y/FC    Navigation is provided via an intuitive asset map which looks like Windows Explorer.
        presented consistently and be understandable
        by the novice user.
Content Creation
7.      Easy and intuitive WYSIWYG interface where                          Mandatory   Y/FC    Includes WYSIWYG editor. System does not require programming skills to operate.
        content may be edited with no prior
        knowledge of HTML and minimal training.
8.      The content creation/editing interface should                       Mandatory   Y/FC    Windows: IE 6+ and Mozilla 1+.
        be accessed through a standard web browser                                              Mac: Safari 2+ and Mozilla 1+.
        and not require a separate dedicated client or
        software application. The requirement of                                                Camino also supported for Windows, Mac and Linux.
        browser plug-ins is acceptable.                                                         Requires Java JRE 1.4 or above.
9.      The content creation/editing tool should be                         Mandatory   Y/FC    Matrix includes the provision of a filtered functionality view. Administrators can restrict the
        configurable   in   its   functionality   and                                           amount of functionality a content author can see so they only need to learn the elements
        appearance with the ability for system                                                  that are relevant tot heir job.
        administrators to “lock” certain formatting
        options to preserve an institution-wide “look
        and feel”.
10.     Standard authoring features such as spell                           Mandatory   Y/FC    The editor supports spell checking, search and replace, copy and paste and table editing.
        checking, search and replace, undo and redo
        and clipboard with cut, copy and paste
        functionalities should all be supported.
11.     Authors need to be able to preview and test                         Mandatory   Y/FC    MySource Matrix allows an author to preview a page as it will appear in the published site
        content prior to live delivery as they would                                            by selecting the „Preview‟ function for the given asset.
        appear in their published state. This should
        be either supported from within the tool or in
        a target web browser.
12.     Supports creation and deployment of              Please describe.   Highly      P/ALT   Matrix can interface with other development environments but the creation and serving
        JavaScript, ASP .NET, J2EE, Perl, Python,                           desirable           would not occur within Matrix.
        PHP, SSI, C and cgi scripts.
                                                                                                Functionality can be added to Matrix through the use of modules (also known as custom
                                                                                                assets) which are applications written in PHP. PHP is capable of calling information from
                                                                                                many other application types, such as applications written in Java or scripts called from
                                                                                                system calls.
                                                                                                http://www.php.com
                                                                                                A COM interface on a dedicated Windows server could be developed to provide .NET
                                                                                                integration.
                                                                                                Additionally the Remote Content tool could be used.
                                                                                                                                                                           Page 11 of 49


13.     Ability to import files, such as HTML, XML,      Please describe.      Highly      Y/FC   Clients may choose to add a third party application such as the XML module from Open
        JavaScript and CSS, created in external                                desirable          Office to automatically transform standard office documents into XML before being stored
        authoring tools.                                                                          in the CMS. Squiz is happy to provide a quote to implement a suitable third party (open
                                                                                                  source) tool for transforming specific document types to XML as required by the client
                                                                                                  (~$20,000).
                                                                                                  MySource Matrix provides the „Structured File Importer‟ allowing you to import MS Word
                                                                                                  documents into Matrix and create a structured tree of pages. The tool converts the file to
                                                                                                  HTML, creating a new page for each heading it finds.
                                                                                                  Bulk upload files from either your PC or the server using the Bulk File Import tool.
14.     Supports an API or similar to assist with bulk   Are there any         Highly      Y/FC   As above.
        importing and exporting of files.                plans for WebDAV      desirable
                                                                                                  MySource Matrix provides the „Structured File Importer‟ allowing you to import MS Word
                                                         support to assist                        documents into Matrix and create a structured tree of pages. The tool converts the file to
                                                         with bulk importing
                                                                                                  HTML, creating a new page for each heading it finds.
                                                         of files?
                                                                                                  Bulk upload files from either your PC or the server using the Bulk File Import tool.
                                                                                                  Squiz are currently monitoring the WebDAV standards as they evolve and have created a
                                                                                                  prototype interface. It is estimated the full WebDAV interface development will be available
                                                                                                  for approximately $30,000.
Templates and Presentation
15.     Must support separation of content and                                 Mandatory   Y/FC   MySource Matrix separates content from presentation through the use of “design”
        presentation via templates.                                                               templates, which are used to define the layout of pages.
16.     Ability to centralise control of site design                           Mandatory   Y/FC
        elements.
17.     Template creation should        not   require    Is there any way      Highly      Y/FC   Design templates must have some Matrix specific tags added tot hem before being loaded
        advanced programming skills.                     to create templates   desirable          to the CMS in order to allow the CMS to interact with the design. These tags and their use
                                                         other than using                         are documented and available for free download from the MySource Matrix website.
                                                         the Matrix specific
                                                         XML tags?
18.     The CMS should be able to handle multiple,       Is this done          Highly      Y/FC   Matrix allows you to create an unlimited number of designs. Multi-level nesting is achieved
        multi-level nested templates.                    through design        desirable          via design customisations.
                                                         customisations?
19.     Presentation is to be applied to the content                           Mandatory   Y/FC   You can specify a CSS part of the design which controls the look and feel of your content.
        through the use of stylesheets.
Metadata
20.     Metadata collection must be automated so                               Mandatory   Y/FC   Matrix allows metadata to be enforceable where pages with incomplete metadata will not
        that appropriate metadata, depending on the                                               be allowed to go live.
        type of object, is mandatory and captured at
        input.
21.     Metadata collection, storage and output must     More info required    Mandatory   Y/FC   Squiz suggested implementation of a classification system:
        be able to be implemented inline with current    on automatically                         Let's say you have a product website. One section of your site is a list of Cameras. A sub-
                                                                                                  section is for Digital Cameras only.
                                                                                                                                                                        Page 12 of 49


       UWA requirements (based upon Dublin Core        implementing                              You would tag the Cameras section with the word "Cameras" and give it a weighting of
       metadata standards).                            classification                            "1". You would then tag your Digital Cameras sub-category with the phrase "Digital
                                                       system – potential                        Cameras" and give it a weighting of "2".
                                                       use of Interwoven                         When a product is added under the Cameras category, it would get the "Cameras" tag with
                                                       Meta Tagger or                            weighting "1". If you added it under Digital Cameras, it would get the tag "Cameras" with
                                                       similar product in                        weighting "1" and "Digital Cameras" with weighting "2". This tells Matrix that while this
                                                       conjunction with                          content is about Cameras, it is more about Digital Cameras. Matrix can use this information
                                                       Matrix.                                   to find related content more easily.
                                                                                                 Setting this tag structure allows for the information architecture to define the metadata,
                                                                                                 not the content.
                                                                                                 To make it easier, you can choose to structure your thesaurus in the same way to make it
                                                                                                 easier for your staff to tag content correctly and for Matrix to find related content by
                                                                                                 following word relationships in the thesaurus.
                                                                                                 If this functionality is inadequate, Squiz would need to work with UWA to create a detailed
                                                                                                 work specification and quote. Squiz can provide this specification for a fixed price of
                                                                                                 $5,000 + GST
                                                                                                 We are not aware of any clients using a third party metadata tool.
22.    Ability to support the input of metadata        Please describe.       Highly      Y/FC   Lexicon Thesaurus tool.
       selected   from   manageable,   controlled                             desirable
       vocabularies.
Workflow
23.    All content must be able to go through a                               Mandatory   Y/FC   Features comprehensive, customisable workflow functionality.
       task-based workflow process which includes
       sign-off / approval before being published to
       production.
24.    There will be a management tool for                                    Mandatory   Y/FC   Features comprehensive, customisable workflow functionality.
       customising and managing workflow to
       capture existing work processes.
25.    Ability to define roles for each stage of the                          Mandatory   Y/FC   You can grant permissions to roles and include them in steps within a workflow schema.
       workflow process and assign them to                                                       Users assigned to roles are not fixed – you can define which users or user groups are
       users/groups.                                                                             assigned to a role for individual assets.
26.    Ability for administrators to override the                             Mandatory   Y/FC   Matrix allows an administrator to override a workflow if required by temporarily removing
       workflow process.                                                                         the workflow and directly publishing the asset. Alternatively the administrator could add
                                                                                                 themselves to the appropriate user, group or role in order to approve and publish.
27.    Must support workflow tracking and reporting                           Mandatory   Y/FC   The workflow details screen provides information about the status of a workflow, shows
       with the ability to annotate comments upon                                                the approvals and comments made o date and allows the authoriser to either approve or
       actioning a workflow stage.                                                               reject the work. This view may be made available both through the admin and simple edit
                                                                                                 interfaces.
28.    Workflow processes should issue notifications   Can email              Highly      Y/FC   Email notifications are created as both text and HTML versions, and therefore are
       to users. Notifications should take place via   notification include   desirable          compatible with most standard operating environments.
       email and use a standard SMTP protocol.         comments?
                                                                                                 Workflow notification cannot include comments – a trigger would have to be setup to do
                                                                                                 this.
                                                                                                                                                                           Page 13 of 49


29.     The workflow interface should integrate with                        Highly      Y/FC    MySource Matrix allows an author to preview a page as it will appear in the published site
        the preview function so that approvers can                          desirable           by selecting the „Preview‟ function for the given asset.
        review an item as if live.
30.     Permits automatic expiration / review of        Please describe.    Highly      Y/FC    MySource Matrix allows you to specify a duration for the approval period for each step in a
        content based on a variety of criteria,                             desirable           workflow. If the approvals have not been completed by this period after the workflow has
        including date.                                                                         commenced, an email notification is sent to the administrator.
31.             Supports content expiration /                              Highly      Y/FC    Upon up-for-review an email is sent to the users defined in the first step of the workflow
                 review notification to content                             desirable           for that asset.
                 creators.
32.             Supports both manual initiation                            Highly      Y/FC    Manual initiation and automatic initial – via Future status – available.
                 (edit/approve/make live) and                               desirable
                                                                                                Also Matrix workflow schemas are roles based and therefore designed to allow you to
                 automatic initiation (expiry/up-for-                                           define workflows according to your business rules such that proxy workflow approvals are
                 review/archiving) of workflow.                                                 automatically invoked.
33.     Support for nested workflows.                   Please describe.    Highly              [No response offered by vendor]
                                                                            desirable
Versioning & Rollback
34.     Must support locking of assets when in use,                         Mandatory   Y/FC    Provides asset locking before editing.
        such as the check in / check out method.
35.     Must support robust versioning where            Please describe.    Mandatory   Y/FC    The administrator has the ability to manually change the major version number of the site.
        versions of content are stored upon                                                     This change can be cascaded down to all pages in a site.
        publishing. Versioning should be able to be
        implemented automatically and manually
        (user-specified).
36.     Must support version reporting with                                 Highly      P/ALT   Features transparent versioning including who made which change when.
        annotations of content changes for each                             desirable
                                                                                                Workflow comments can be viewed at and stage (don‟t have to be in rollback view) to see
        version.                                                                                what change was made when.
37.     Capability to view the history of a content                         Highly      Y/FC    Appropriately authorised users may view the history of the system, or asset, or group of
        item and its various versions, as well as                           desirable           assets (sites) and rollback to view information from a specific point of time in the past.
        version control over the site or sub-sites.                                             In rollback view you see the entire system at the point in time you roll back too.
38.     Past versions of pages can be retrieved from    Please describe.    Mandatory   Y/FC    Individual pieces of old content may be copied and used to replace current content
        the CMS (rollbacks).                                                                    versions. Old versions of content can be restored using one of two strategies:
                                                                                                -    restore from backup
                                                                                                -    copy and paste content from roll-back view over the current content version
39.     Capability to deploy an archived (historical)   Any other method?   Desirable   P/ALT   Clients may use the open source website copier product HTTrack to copy a website and
        version of the entire site or sub sites.                                                host on a website or save to CD-ROM, tape etc.
40.     Capability to automatically capture web-based                       Desirable   Y/FC    Squiz provide a script that allows you to export the entire contents of your MySource
        records and export them as records for                                                  Matrix repository and move it to external storage. Squiz recommends that archived content
        management within an external records                                                   is retained in the system until records management policies deem it appropriate for the
        management system                                                                       files to be moved. Administrators may purge content older than a nominated date. Content
                                                                                                                                                                             Page 14 of 49


                                                                                                       that has been purged from the system will not be available in roll back mode. Content may
                                                                                                       also be sent to other backup media such as tape. User intervention does not have to be
                                                                                                       required as the system can be entirely managed with Cron scripts.
                                                                                                       Content is exported either as a dump file (tar.gz), in a proprietary XML format (which can
                                                                                                       then be imported) or in a custom format as defined by an asset listing. The asset listing
                                                                                                       allows you to print all information about an asset in whatever format you define using
                                                                                                       MySource Matrix keywords.
                                                                                                       Content can be exported from Matrix in XHTML format, for use in third party document
                                                                                                       management systems (TRIM).
41.     Ability to display differences between versions    Functionality was      Mandatory   Y/WM     Matrix allows you to visually compare the Safe Edit version of pages to the current Live
        of a page.                                         not available in 3.6               (3.12)   version by highlighting the differences in content – version 3.12 only.
                                                           of the release –
                                                           has it since been
                                                           included or are
                                                           there any future
                                                           plans for
                                                           incorporating it in
                                                           a general release?
Content Delivery & Deployment
        Content Delivery & Re-use
42.     Output from the CMS must comply with               Specifically           Mandatory   Y/FC     Matrix supports HTML 4.01 or XHTML 1.0 and W3C‟s Web Accessibility Initiative Web
        current UWA Web guidelines.                        accessibility and                           Content Accessibility Guidelines priorities 1, 2 and 3.
                                                           metadata.                                   Compliance with the web guidelines beyond the capacity to publish valid X/HTML and meet
                                                                                                       WCAG 1/2 Priorities is a product of how designs and content are implemented in the CMS
                                                                                                       rather than the CMS itself.
43.     The CMS should produce XHTML compliant             Please confirm.        Mandatory   Y/FC     Matrix supports HTML 4.01 or XHTML 1.0. Content created in the WYSIWYG editor is
        output.                                                                                        filtered through the open source tool HTML Tidy to ensure it forms valid HTML or XHTML.
44.     A solution that decouples content from             Please describe.       Mandatory   Y/FC     Matrix allows users to define their experience by choosing between multiple designs when
        presentation, enabling an item of content to                                                   visiting your site i.e.
        be delivered via a wide range of presentation                                                  - HTML/XHTML page using standard website design
        media and devices and into a variety of
        formats.                                                                                       - printer friendly format
                                                                                                       - low bandwidth version
                                                                                                       - text-only version
                                                                                                       - PDA suitable format
45.     Ability to re-use single instances of content in   Please describe.       Highly      Y/FC     Each asset is a separate entity that may be easily re-used in many different places by
        multiple locations/sites in the CMS to avoid                              desirable            creating a link to the original data source rather than duplicating it. When content is
        the duplication of information.                                                                presented on multiple pages/sites, it inherits the destination page/sites design and style
                                                                                                       sheet applicable to each location.
46.     Ability to automatically provide and generate                             Desirable   Y/FC     Matrix allows users to define their experience by choosing between multiple designs when
        printer-friendly versions of pages.                                                            visiting your site i.e. printer friendly format.
                                                                                                                                                                      Page 15 of 49


47.   Ability to provide both static and on-demand                        Mandatory   P/ALT   Matrix uses a dynamic publishing model rather than publishing content to a separate
      generation of content.                                                                  server for deployment.
                                                                                              Third party tool HTTrack (open source) can be used to create a separate, static version of
                                                                                              the Matrix site.
48.   The CMS should provide the option to not be                         Highly      P/ALT   Matrix uses a dynamic publishing model rather than publishing content to a separate
      the delivery platform (CMS unavailability                           desirable           server for deployment.
      would not affect the live website).
                                                                                              Third party tool HTTrack (open source) can be used to create a separate, static version of
                                                                                              the Matrix site.
49.   Ability  to   dynamically      produce and                          Mandatory   Y/FC    Implemented via design templates.
      automatically update site navigation on
      output based on site structure.
50.   Ability to    provide   dynamic    site   map                       Desirable   Y/FC    Site Map page template allows you to create a self generating site map that updates as the
      generation.                                                                             site structure updates.
51.   Ability to provide search engine functionality                      Mandatory   Y/FC    MySource Matrix may be extended with a powerful search engine module. Indexing
      that searches HTML and XML pages,                                                       includes Word/PDF documents as well as native HTML pages including metadata. The
      Microsoft Office documents and Portable                                                 module is free to government, educational and not-for-profit organisations.
      Document Format (PDF) files.                                                            Search manual provided.
      Deployment
52.   The CMS supports secure deployment or            Please describe.   Mandatory   P/ALT   Matrix uses a dynamic publishing model rather than publishing content to a separate
      publishing.                                                                             server for deployment.
                                                                                              Matrix does allow you to secure different areas of your site independently. You can set
                                                                                              areas to be publicly accessible, others to require authentication and even set certain areas
                                                                                              of your site to require SSL authentication.
                                                                                              At the MySource Matrix level, the access control mechanisms of the underlying operating
                                                                                              system are utilised to ensure that only the webserver user has write access to the public
                                                                                              data directory (which is needed for storing uploaded files and cached content) and write
                                                                                              access is denied to the PHP source code. The access control mechanisms of the database
                                                                                              restrict access to the MySource Matrix and the HIPO Server processes.
                                                                                              Additionally, it is important to ensure physical access to your web server is restricted, and
                                                                                              the user accounts are strictly controlled.
                                                                                              External access to your server hosting the CMS should also be protected through a
                                                                                              perimeter firewall, a firewall on the CMS server itself, and through the configuration of
                                                                                              Apache directives, and the use of SSL.
                                                                                              Finally, your server could be configured so that the Apache web server is the only process
                                                                                              listening to the network externally.
53.   The CMS supports deployment to test and          Please describe.   Mandatory   P/ALT   As Matrix is open source it can be installed on as many servers as necessary and testing
      production servers.                                                                     can be performed of new versions before upgrading the production environment.
                                                                                              In terms of content, Matrix allows you to host your live site and your test environment
                                                                                              within a single system. You can create a test site with a test URL, and link the existing
                                                                                              assets in whatever hierarchy you like.
                                                                                                                                                                        Page 16 of 49


54.    The CMS must be capable of publishing              Please describe.   Highly      Y/FC   There is no duplication - Each asset is a separate entity that may be easily re-used in many
       content to multiple sites, or multiple locations                      desirable          different places by creating a link to the original data source rather than duplicating it.
       on the same site, with presentation                                                      When content is presented on multiple pages/sites, it inherits the destination page/sites
       depending on the target site.                                                            design and style sheet applicable to each location.
55.    The CMS supports scheduled deployment of           Please describe.   Desirable   Y/FC   Future status functionality.
       content.
User Authentication & Management
       Authentication
56.    Accessing CMS management and authoring                                Mandatory   Y/FC
       functions will require authorised users and
       groups to authenticate.
57.    Supports and integrates with Directory             Please describe.   Mandatory   Y/FC   Matrix can be configured to interface to an LDAP directory for user and role information via
       Services for user authentication, such as                                                the LDAP bridge.
       Active Directory / LDAP.
58.    All password related transactions must be via      Please describe.   Mandatory   Y/FC   SSL is used for authentication and session security is handled through PHP
       a secure encrypted channel, such as SSL.                                                 sessions/cookies.
       There must be no plain text password
                                                                                                A login key is used for authentication to stop stolen requests or cookies. Client side PKI
       communications.                                                                          certificate authentication requires appropriate configuration of Apache.
59.    Ability to integrate with an enterprise-wide       Please describe.   Mandatory   Y/FC   MySource Matrix is an open source system to which the full API is available. Integration
       single sign-on user authentication solution via                                          with other systems tends to be easier because the source code is open and based on open
       the use of a plug-in or provision of an API.                                             standards (e.g. PEAR)
60.    Login should be simple and straight-forward,                          Mandatory   Y/FC   Login is only required once per browser window session.
       and kept to a minimum.
61.    The interface should clearly identify who has                         Mandatory   Y/FC   Displayed in the top left corner of the browser window.
       logged in.
       User Management
62.    Supports tiered users i.e. super-users / site      Please describe.   Mandatory   Y/FC   Allows you define the functions available to each user, and the assets to which they have
       administrators / site developers / site                                                  access.
       contributors.                                                                            Matrix has the following types of user, each of which has varying access levels:
                                                                                                -    Normal user
                                                                                                -    Backend user
                                                                                                -    Administrator
                                                                                                -    Root User
63.    Ability to use existing Directory Services         Please describe.   Mandatory   Y/FC   MySource Matrix supports authentication from LDAP or Active directory and single sign on
       groups or roles and apply them in the CMS.                                               using Kerberos authentication.
64.    Supports multiple groups.                          Please describe.   Mandatory   Y/FC
65.    Supports roles-based permissions with the          Please describe.   Mandatory   Y/FC   Roles are a specialised form of user group – you can grant permissions for roles and
                                                                                                                                                                         Page 17 of 49


        ability to assign    users   and   groups    to                                          include them in steps within a workflow schema. However, unlike user groups, the users
        particular roles.                                                                        who are assigned to roles are not fixed. Rather you can define which users and user
                                                                                                 groups are assigned to a role for individual assets.
66.     Ability to add, modify, and delete directories    Please describe.   Mandatory   Y/FC    Allows you define the functions available to each user, and the assets to which they have
        and files based on user/ group/role                                                      access.
        permissions.
67.     Ability to cascade / inherit permissions at                          Mandatory   Y/FC    Matrix gives you the option of cascading privileges to all assets beneath a specified page in
        specified tree levels rather than only site or                                           the hierarchy.
        page level.
68.     Users and permissions must be easy to                                Mandatory   Y/FC    System administrators can create and manage user accounts via an intuitive point-and-
        administer    for super-users and site                                                   click interface.
        administrators.
69.     Supports an unlimited number of content           What is this       Mandatory   Y/FC    No system limitations on the number of content contributors. For optimum performance
        contributors.                                     dependant on?                          you will require adequate hardware.
                                                          Memory?
70.     Has no restrictions on the number of              What is this       Mandatory   Y/FC    No system limitations on the number of concurrent users. For optimum performance you
        concurrent users of the CMS i.e. the number       dependant on?                          will required adequate hardware.
        of users logged in at one time.                   Memory?
Reporting & Review Tools
71.     All activity in the CMS should be automatically   Please describe.   Mandatory   Y/FC    Comprehensive audit logs are generated for every change to every asset in the system log:
        logged including unauthorised attempts to                                                -    permission changes
        access the CMS/database.
                                                                                                 -    attribute changes
                                                                                                 -    links created
                                                                                                 -    assets created
                                                                                                 -    status changes
                                                                                                 -    schema changes
                                                                                                 -    login/logout
                                                                                                 -    workflow changes
72.     There should be tools that validate the           Please describe    Mandatory   P/ALT   Metadata entry can be enforced, defaults specified and controlled vocabularies (select
        metadata stored with resource.                    options for                            fields, thesaurus) used to ensure correct metadata entry.
                                                          validating
                                                          metadata.
73.     Tools for analysis of the CMS logs should be      Please describe.   Mandatory   Y/FC    Error message generated by the system are recorded. You can configure if errors are
        included    in    the    CMS    management                                               logged, the level of logging including whether to include the file line and number, and a
        /administration and reporting should be                                                  stack trace.
        provided including error and exception
        reporting.
74.     The CMS should issue appropriate alerts           What options are   Mandatory   Y/FC    The system can be configured to automatically email an administrator when certain errors
                                                                                                                                                                           Page 18 of 49


      whenever exception conditions occur so that       there for issuing                         are encountered.
      prompt action may be taken to resolve the         alerts – Email?                           MySource Matrix uses standard email to deliver alerts. You could use a third-party email-
      condition.                                        SMS?                                      to-SMS gateway to deliver those messages via SMS. Squiz monitor our servers using SNMP
                                                                                                  monitoring (outside MySource Matrix).
75.   There should be reporting on when content is      Please describe.      Mandatory   Y/FC    Logs are generated for all status changes.
      published to production, either manually or
      dynamically as part of a scheduled deploy.
76.   There should be review tools that can check                             Highly      Y/FC    Links report.
      internal and external links. These tools should                         desirable           Version 3.14 of Matrix will have the ability to display Links Reports on the front-end and
      provide reporting that also identifies
                                                                                                  schedule them to be regenerated.
      permanent redirects and problem resources.
      It should be possible to conduct such                                                       Currently Links reports don‟t identify the text of the broken link i.e. the text within the <a
      checking on a specified section of the site and                                             href> tag. An enhancement request (via bug tracker) is required.
      reports should be exportable in HTML format.
77.   Online link management should provide an          Please describe.      Mandatory   Y/FC    If a page or site is moved within MySource Matrix, any links to that asset on other pages
      option to automatically update links upon                                                   are updated automatically and instantly. Attempts to remove an asset or group of assets
      moving a file or provide alerts regarding                                                   will alert the use to potential link problems (e.g. broken links) and allow the user to take
      broken links as a result of a deleted                                                       remedial action.
      document.
78.   Tools for the analysis and management of                                Highly      P/ALT   AWStats (open source)
      web server logs should be included in the                               desirable           Webalizer (open source)
      CMS        management/administration       for
      producing statistical reports on web usage.                                                 WebTrends (commercial)
      Reporting should provide comprehensive                                                      Neither AW Stats or Webalizer map user pathways through the site.
      statistical analysis of usage to at least the
      depth of popular web server log analysis
      tools. It should also be able to map and
      display user pathways through the content.
79.   The CMS should contain an asset reporting         Please identify all   Mandatory   Y/FC
      providing comprehensive information on the        information
      assets stored in the CMS and operations on        provided per asset.
      them, including:
80.            Date resource was created and last      Please describe       Mandatory   Y/FC    System log reports on asset created, workflow and status changes.
                updated.
81.            Activity by user and group access       Please describe       Mandatory   Y/FC
                levels.
82.            Expired resources and resources                               Highly      Y/FC    Up For Review status indicates the Live version of an asset is due for review. If workflow is
                nearing expiry.                                               desirable           applied to the asset, each of the users in the first step of workflow receive a message
                                                                                                  notifying them it is time to review the asset.
83.            Orphan resources.                                             Highly      P/ALT   Matrix does not allow pages to become orphaned, since pages can only be created
                                                                              desirable           beneath a site or page.
                                                                                                  To identify pages that have no NOTICE links to them you could perform a DB query.
                                                                                                                                                                             Page 19 of 49


84.     Review tools that streamline quality               Is this done by       Desirable   Y/FC    Automatically corrects invalid tags via HTML Tidy.
        assurance processes by validating the page         HTML Tidy? Any
        output against technical standards.                other mechanisms?
85.     Review tools that identify similar pages (i.e.                           Desirable   P/ALT   The only way to achieve this would be to setup metadata search pages i.e. keywords. The
        via metadata) and reporting that provides a                                                  results would list all pages with the same unique keyword.
        list of these pages which may be duplicates
        or partial duplicates of each other.
Help Facilities, Error Messages and Documentation for Administrators
        Help Facilities & Error Messages
86.     Availability of context-sensitive help messages    Please describe.      Highly      Y       Contextual online help is available from within Matrix and the WYSIWYG editor, and tool
        using language understandable by the novice                              desirable           tips are displayed. This is augmented by user documentation available online, written
        user.                                                                                        clearly in simple language and which includes workshops to help authors through the
                                                                                                     process of creating content.
87.     Availability for all system failures to generate   Please describe.      Highly      Y       Matrix employs many strategies to reduce the need for error messages to be generated at
        context-sensitive error messages using                                   desirable           all, including sensible messages explaining the consequences of certain actions and the
        language understandable by the novice user.                                                  removal of functionality for users not trained in their operation. In the event these
                                                                                                     strategies fail, errors are recorded in a log file and also in the internal messaging system.
                                                                                                     The system can be configured to automatically email an administrator when certain errors
                                                                                                     are encountered.
88.     Ability to locally customise help and error                              Highly      P/MAJ   A custom translation for all error messages could be written and the translation system to
        messages to express desired remediation and                              desirable           install them. This would require a fair amount of work, but it is possible.
        suggestions appropriate for separate user
        interfaces.                                                                                  This requirement can vary depend on the amount of error messages etc and estimate this
                                                                                                     would take around 2 weeks (10 days @ $1,200 + GST per day of people time)
89.     Ability to provide hyperlinks on any page to       Please describe.      Desirable   P/ALT   There is no help within the MySource Matrix system.
        online help and references.                                                                  Online help consists mainly of large PDF manuals that could be linked to, but would not be
                                                                                                     very efficient in locating specific information.
                                                                                                     Links could be provided to useful threads/posts in the user forum.
        Documentation for Administrators
90.     Availability of comprehensive electronic           Please describe for   Mandatory   Y/FC    As below
        documentation, with permission to excerpt          all and/or link to
        and adapt this documentation for institutional     where appropriate.
        use, including:
91.              functional descriptions of major         Please describe.      Mandatory   Y/FC    System Administrator manual:
                  components        (e.g.     interface                                              http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
                  configuration    and      navigation,
                  workflow, versioning, metadata,
                  user authentication, etc.)
92.              help and error messages, including       Please describe.      Highly      P/ALT   The error messages describe the problem themselves; that is all the documentation
                  default message texts.                                         desirable           currently available. Each has an error code that allows the Squiz Support team to debug
                                                                                                     any problems in code.
                                                                                                                                                                              Page 20 of 49


93.               user authentication      and     access   Please describe.    Highly      Y/FC    Fundamentals manual:
                   functionality.                                                desirable           http://matrix.squiz.net/__data/assets/file/0003/12639/Fundamentals_3.10.0a.pdf
                                                                                                     Also DAP package manual.
94.               workflow customisation options.           Please describe.    Highly      Y/FC    System Administrator manual:
                                                                                 desirable           http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
95.               system      level     options     for     Please describe.    Highly      P/ALT   Customising the application:
                   customising       the    application,                         desirable           System Administrator manual:
                   including any tools for transferring                                              http://matrix.squiz.net/__data/assets/file/0016/11770/SysAdminManual_3.10.0b.pdf
                   local customisations to upgraded
                   software.                                                                         There are no tools for transferring local customisations to upgraded software. If you
                                                                                                     change the source code, we can't automatically bring those changes across.
96.               system    level     diagnostic     and                        Highly      Y/FC    Server Administration manual, along with the MATR401 Server Administration course that
                   recovery tools.                                               desirable           covers system level issues.
        Demonstrations
97.     Availability of onsite or easily accessible                              Highly      Y/FC    Via VPN.
        demonstrations of the latest version of the                              desirable
        CMS.
Compatibility with existing UWA hardware and software systems
        Hardware and Software Requirements
98.     Ability to host the application locally.                                 Mandatory   Y/FC
99.     Ability to integrate into a diverse office           Please list all     Mandatory   P       Compatability testing performed for IE 6+ only.
        environment and be accessed by Internet              browsers that can                       Need to perform testing for IE 5.5.
        Explorer 5.5+ and Mozilla Firefox 1.3+ web           be used to access
        browsers.                                            Matrix.                                 Camino also supported for Windows, Mac and Linux.
100.    The CMS should be accessible to web authors                              Mandatory   P       MySource Matrix is entirely browser based and therefore is compatible with a wide range
        and end-users on any operating system                                                        of client standard operating systems. (Need to test IE 5.5).
        supporting the browsers described in 99.
101.    Provision of a secure             web-accessible                         Mandatory   P/ALT   Admin interface is accessible via a web browser and requires authentication via login to
        administrator interface.                                                                     access.
                                                                                                     The admin interface of Matrix is itself not web accessible however it is possible to create
                                                                                                     templates that allow web accessible updating of content through the front-end „Simple Edit‟
                                                                                                     interface.
102.    Provision for complete and robust recovery in        Please describe.    Mandatory   Y/FC    Matrix ships with a backup script that can create a full point-in-time backup of the Matrix
        case of operating system failure.                                                            system (which incorporates all websites contained within the system).

103.    The CMS should integrate with and support                                Mandatory   Y/FC    Redhat and Debian Linux are both supported.
        deployment to Windows and/or Linux                                                           Squiz does not currently support production versions of MySource Matrix on Microsoft
        operating systems.
                                                                                                     Windows.
104.    The CMS should integrate with Oracle DBMS.                               Highly      Y/FC    Matrix uses the PEAR database abstraction layer to provide greater database support
                                                                                                                                                                       Page 21 of 49


                                                                            desirable          including PostgreSQL and Oracle (9i or 10g).
105.   Is extensible through an API and provides         Please describe.   Mandatory   Y/FC   MySource Matrix is an open source system to which the full API is available. Integration
       support for a standards based data exchange                                             with other systems tends to be easier because the source code is open and based on open
       (e.g. XML) to facilitate integration with other                                         standards (e.g. PEAR)
       systems and information sources within the                                              There are several ways to interface with external systems / data sources;
       University‟s environment.
                                                                                               1.   DB Data Source
                                                                                               2.   RSS Data Source
                                                                                               3.   Remote Content
                                                                                               4.   Custom assets
                                                                                               5.   Asset bridge (LDAP)
                                                                                               Matrix also provides the DB Data Source to allow you to connect to a local or external
                                                                                               database and execute a query. The DB data source asset contains a GUI interface to build
                                                                                               simple queries. The results of the query will be displayed as shadow assets in the asset
                                                                                               map, and you can display the query results using an Asset Listing.
                                                                                               Matrix fully supports outbound content syndication with the creation of RSS feeds with the
                                                                                               RSS Feed asset which generates a valid RSS (1.0 or 2.0) or Atom (1.0) feed from an
                                                                                               existing Asset Listing asset. Inbound information can be syndicated via the RSS Data
                                                                                               Source which allows you to connect to any valid RSS feed and show external RSS items as
                                                                                               shadow assets within your MySource Matrix system. You can then display the feed within
                                                                                               your own site by using an Asset Listing to list the RSS items in the feed.
                                                                                               Inbound content can also be managed using a tool known as Remote Content – a screen
                                                                                               scraper application. Irrelevant information can be stripped and formatting replaced on
                                                                                               screen scraped content. URL info may also be replaced to allow users to surf through the
                                                                                               remote content without leaving your Matrix site.
                                                                                               The system can be extended by adding new asset types (custom assets). For example an
                                                                                               asset class could be developed to deal with output from an external application allowing
                                                                                               simple and powerful integration.
                                                                                               Squiz can provide training so that you can create custom assets yourself. Pre-requisites for
                                                                                               this training would be a basic knowledge of PHP and XML and would run for approx 2
                                                                                               days. Using the custom asset architecture of Matrix and the functions available with PHP, it
                                                                                               is possible to build interfaces to other applications using WDSL, UDDI or SOAP.
                                                                                               Version 3.12 of Matrix includes a generic tool which allows the loading of WDSL files and
                                                                                               configuring a web services interface to other applications using SOAP via a graphical user
                                                                                               interface.
                                                                                               Matrix does not currently support interfacing with TRIM but are currently investigating this
                                                                                               subject on behalf of a number of clients. Squiz propose to develop an interface with TRIM
                                                                                               Context version 5.2.1 and to support newer versions as they are released. Squiz propose a
                                                                                               pooled development approach to build a middleware application that will be installed on
                                                                                               the same server as TRIM Context and will manage the interface between TRIM and
                                                                                               MySource Matrix. The middleware application (which may be written in Java or PHP) will
                                                                                               employ the COM protocol to communicate with the TRIM API. For the first stage of the
                                                                                                                                                                       Page 22 of 49


                                                                                                 project Squiz intend to create a one-way interface to TRIM allowing records stored in TRIM
                                                                                                 to be used in Matrix. The ability to input/update records in TRIM is likely to be added in
                                                                                                 the future but is unlikely to be included in the scope of this project.
                                                                                                 The current proposal is to create a new asset type in MySource Matrix called a “TRIM
                                                                                                 record”. This asset may have several sub types denoting the type of file. This TRIM record
                                                                                                 asset will be used to store certain metadata required to manage the interface to TRIM such
                                                                                                 as the URI (TRIM‟s term for Unique Row Identifier) and access restriction information. In
                                                                                                 this model the middleware application would implement the TRIMEventProcessor method
                                                                                                 of TRIM so that when changes are made to records within TRIM, the middleware
                                                                                                 application will notify MySource Matrix of the change and update the record in MySource
                                                                                                 Matrix accordingly.
                                                                                                 Through this model, selected files (records) stored in TRIM would be in effect
                                                                                                 “synchronised” with MySource Matrix allowing those records to be treated as normal assets
                                                                                                 in MySource Matrix. In other words this content could be:
                                                                                                         Included in pages (eg images).
                                                                                                         Aggregated along with other content using templates such as the site map or
                                                                                                         asset listing templates.
                                                                                                         Discovered by the MySource Matrix search engine.
                                                                                                         Access restricted like other content in MySource Matrix.
                                                                                                           Have designs, permissions, metadata, logging, versioning and workflow applied
                                                                                                           like all other assets.
                                                                                                 However, content managed by TRIM will not be able to be updated from within MySource
                                                                                                 Matrix in this first stage project. Rather the content would need to be updated in TRIM
                                                                                                 which would then automatically update the content in MySource Matrix.
                                                                                                 Content can be exported from Matrix in XHTML format, for use in third party document
                                                                                                 management systems (TRIM).
106.   Ability to interoperate with an enterprise       Please describe.      Mandatory   Y/FC   Matrix fully supports outbound content syndication with the creation of RSS feeds with the
       portal overlay (RSS/JSR168).                                                              RSS Feed asset which generates a valid RSS (1.0 or 2.0) or Atom (1.0) feed from an
                                                                                                 existing Asset Listing asset.
                                                                                                 MySource Matrix can produce a harvest control list as defined by the National Archives.
                                                                                                 This metadata list can be used by other appropriately configured systems to get a snap
                                                                                                 shot of the current state of information published by the CMS.
                                                                                                 Customisation would be required to extend Matrix to acts as a producer in a WSRP, JSR or
                                                                                                 WebPart environment. Assets could be extended to act as portlets or WebParts, whilst
                                                                                                 Matrix itself could become a producer.
107.   Ability to   integrate   enterprise   portlets   Please describe       Highly      Y/WM   Customisation would be required to extend Matrix to act as a consumer for remote portlets
       (JSR168).                                                              desirable          hosted on other producers.
108.   Ability to support and interoperate with         Please describe for   Highly
       existing and future plug and play integrated     plug and play web     desirable
       web applications, such as:                       apps in general.
                                                                                                                                                                           Page 23 of 49


109.            Client subscriptions to particular                            Highly      P/ALT   To do this in Matrix would require extensive development or an extremely convoluted and
                 content / assets                                              desirable           high maintenance setup:
                                                                                                   The way to do it is to create a user group for membership and use triggers to sent to that
                                                                                                   group when something is updated. This is very easy, the issue is that if you want to
                                                                                                   individually pick out pages you would have to create a group and trigger for each page,
                                                                                                   then a way to manage the membership of groups. The common implementation is to
                                                                                                   create a group for each section of the site and use a what's new listing to list the latest
                                                                                                   stuff then trigger an email that links back to the what's new when something is updated in
                                                                                                   that section. This is easier to set up and maintain.
                                                                                                   Matrix does allow you to include a link to a form containing a „Send to a friend‟ field into
                                                                                                   the design of your page. MySource Matrix allows you to flexibly define the contents of the
                                                                                                   „Send to a friend‟ email and allows you to include the URL, Subject, a message, the „From‟
                                                                                                   email address and additional „To‟ email addresses. This could be nested in the footer or
                                                                                                   another part of your design.
110.            Email subscriptions       lists   and   Please describe.      Highly      Y/FC    The Bulk Email Module provides online registration for and delivery of emails to selected
                 newsletters.                                                  desirable           User Groups. You can create a specific Page asset as the HTML email to send as the bulk
                                                                                                   mail, and include keyword replacements to personalise the content. You can also set up
                                                                                                   multiple Bulk Mail Post Offices for different delivery methods, as well as Bulk Mail
                                                                                                   Subscriber ages to allow users to subscribe to different lists.
111.            „News & Events‟ type applications.      Is an Asset Listing   Highly      Y/FC    RSS modules includes News Asset asset type:
                                                         the best way to       desirable
                                                                                                   http://matrix.squiz.net/__data/assets/file/0004/15367/MySource-Matrix-News-
                                                         achieve this?                             Manual_3.12.0a.pdf
                                                                                                   Also Asset listings can be used.
112.            Shopping cart template.                 Please describe.      Mandatory   P/ALT   Matrix has its own E-commerce module that could be used in place of the shopping cart
                                                                                                   template.
113.   Microsoft Office documents, Adobe Portable                              Highly      Y/FC    Any type of file may be loaded and used by MySource Matrix, as long as the file does not
       Document Format (PDF) documents and rich                                desirable           exceed the size requirements nominated by the server.
       media objects such as graphics and
       shockwave flash files can be integrated and
       stored with the content in the CMS.
114.   The CMS can enforce naming conventions for        Please describe.      Mandatory   P/ALT   MySource Matrix preserves the filenames of imported documents, and therefore supports
       files and directories.                                                                      any naming conventions that you already have in place. However, it does not enforce any
                                                                                                   conventions for files and directories created in MySource Matrix
115.   The CMS can use persistent and human              Please describe.      Highly      Y/FC    MySource Matrix publishes human readable URLs, rather than a complex GET string
       readable URLs.                                                          desirable           composed of question marks, ampersands and apparently meaningless strings of
                                                                                                   characters.
       Application Administration
116.   Support for role-based system administration.     Please describe.      Mandatory   Y/FC
117.   The CMS should be extensible with the ability     Please describe.      Mandatory   Y/FC    MySource Matrix can be extended with modules (also known as custom assets) that allow
       for UWA to add functionality as required                                                    appropriately authorised users to create interactive content without XML/HTML or any
       locally.                                                                                    programming knowledge.
                                                                                                                                                                          Page 24 of 49


                                                                                                  You can choose to purchase one of the currently available modules or to write your own,
                                                                                                  the complexity being the same as writing any application in PHP.
118.   Provision of programmer tools for UWA to         Please describe.      Highly      Y/FC
       perform system customisation, system                                   desirable
       configuration,  system  monitoring,  and
       reporting.
       Performance & Scalability
119.   The CMS solution should be highly scalable       Please describe for   Mandatory   Y/FC    The open source, license free nature of Matrix makes installation of the CMS across
       with the ability to grow with the university.    all below and in                          multiple servers a cost-effective means of serving large numbers of web objects providing
                                                        general terms                             a scalable solution for the future.
                                                        regarding                                 By incorporating server replication at the platform level, the architecture of MySource
                                                        scalability.
                                                                                                  Matrix can provide both load balancing and disaster recovery because there is no single
                                                                                                  point of hardware failure. This can be achieved, for example, through the use of Redhat
                                                                                                  Cluster Suite with fibre channel storage and GFS.
120.            No effective system limitations on     Please describe.      Mandatory   Y/FC    There are no software specific limits. You will require adequate hardware.
                 the number of simultaneous active
                 users and sessions.
121.            The      UWA    MySource     Classic   Please describe.      Mandatory   Y/FC    There are no software specific limits. You will require adequate hardware.
                 installations     currently    host                                              The expected size of a database is difficult to predict for any project, however it should be
                 approximately      100,000    pages                                              noted that the overhead associated with pages is negligible. The main issue to consider
                 totaling almost 160Gb worth of                                                   when looking at the expected size of the database is the size of documents and how often
                 storage space (with total server                                                 they are updated if rollback is enabled. Additionally adding to the size of the database is
                 capacity of 2Tb). There should be                                                the metadata defined for each document, the number of users in the system and the
                 no effective system limitations on                                               number of workflow assets.
                 the number of pages or hosted or
                 storage capacity in the CMS.
122.            Individual      sites   within    an   Please describe.      Mandatory   Y/FC    There are no software specific limits. You will require adequate hardware.
                 installation will exceed 5,000 pages                                             Performance as above.
                 without impact on performance.
123.            The number of individual sites and     Please describe.      Mandatory   Y/FC    There are no software specific limits. You will require adequate hardware.
                 virtual     domains     within    an                                             Performance as above.
                 installation will exceed 500 without
                 impact on performance.
124.            The UWA web servers peak at            Please describe.      Mandatory   Y/FC    As volume traffic increases on a site, the processing capacity of the server must be
                 1,500,000 hits per day. The CMS                                                  increased to cater for the load. A single commodity Intel server (dual CPU with 2+Gb RAM)
                 would need to respond dynamically                                                running both the application and the database is generally adequate for a medium sized
                 to such web requests to meet this                                                government agency. Larger groups may require a separate server for the database and the
                 expected load plus a reasonable                                                  application while very large installations may require a server replicated environment.
                 safety margin.
Vendor Support
125.   Availability of 24x7 support for problem                               Highly      P/ALT   24/7 availability of the system can be guaranteed through a SLA. This guarantee only
                                                                                                                                                                       Page 25 of 49


       resolution.                                                          desirable           covers MySource Matrix but does not cover failure of the hosting environment, hardware or
                                                                                                third party applications with which the system interfaces.
126.   Provision of appropriate communication           Please list         Mandatory   Y/FC    Phone, email and support web site.
       mechanisms for problem resolution (e.g.          communication                           Additionally there is the bug tracker web site.
       email, telephone etc.).                          mechanisms that
                                                        are available for
                                                        support.
127.   Availability of maintenance contracts.           Please attach       Mandatory   Y/FC    Documentation received.
                                                        support options.
128.   Customer support options must be available       Please describe.    Mandatory   P/ALT   Yes, however all time is chargeable and not covered by any SLA - all SLA guarantees are
       to assist in resolving problems where                                                    rendered invalid for any system with custom development installed.
       software upgrades negatively impact local
       customisations.
129.   Vendor supplied best practice advice for         Please comment.     Highly      P/ALT   Backup and maintenance should follow existing corporate web standards. Squiz
       performing backups and maintenance of the                            desirable           recommend evaluating the business costs of an outage and determining the best backup
       CMS.                                                                                     strategy as a balance between cost of outage vs. cost of backup storage – this is not
                                                                                                vendor advice.
                                                                                                Squiz time could be paid for to devise a strategy.
130.   Provision of multiple customer references of     Preference for      Mandatory   Y/FC    We are not aware of any clients using a third party metadata tool or portal integrated with
       the CMS.                                         customer                                MySource Matrix.
                                                        references
                                                        interoperating
                                                        Matrix with a
                                                        portal product.
131.   Availability of user support groups.                                 Highly      Y/FC    http://forums.matrix.squiz.net/
                                                                            desirable

New Releases
132.   Ability for UWA to perform the installation                          Mandatory   Y/FC
       and upgrade of the CMS locally.
133.   Provision of tools for transferring      local   Please describe.    Highly      N       If you change the source code, we can't automatically bring those changes across.
       customisations to upgraded software.                                 desirable
134.   Clearly-defined procedures and response                              Mandatory   Y/FC    Support tickets logged via email / extranet.
       mechanisms for handling bug reports and                                                  Bug tracker system available to subscribe to and use:
       enhancement requests.
                                                                                                http://matrix.squiz.net/developer/bug-tracker
                                                                                                (Also takes enhancement requests.)
                                                                                                                                                 Page 26 of 49



    APPENDIX TWO: RISK REGISTER
    http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Evaluation%20Risk%20Register.doc

Ref      The risk: what can happen            Existing controls                              Adequacy of   Likelihood     Consequence   Level of risk   Risk
         and how it can happen                                                               existing      rating         rating        Likelihood X    Priority
                                                                                             controls                                   Consequence
1        Governance                              Web guidelines and submission of           Adequate      Unlikely 0.3   Major 8       2.4             1
         Inability of system to effectively       site management plans.
         control governance standards            Matrix functionality:                                    .
         set by UWA to ensure                          o Automated workflow / up-
         compliance with UWA rules.                        for-review processes.
                                                       o Mandatory          input       of
                                                           metadata.
                                                       o More granular permissions.
                                                 Restructure of        the    University
                                                  website, including the introduction of
                                                  functional classifications for all
                                                  pages.
                                                 Clear      articulation     of      web
                                                  responsibilities and roles at all levels
                                                  across the University.
                                                 Training and acquisition of staff in
                                                  Faculties with web expertise to
                                                  provide support.
2        Scalability                             ITS upgrade of University Website          Adequate      Unlikely 0.3   Major 8       2.4             1
         System may not be capable of             Infrastructure (June 2007).
         expansion to sufficient size to         Clustering, load balancing, server
         meet UWA requirements.                   replication.
                                                 Project reorganisation of information
                                                  on all official websites will reduce
                                                  the number of pages and size of the
                                                  UWA website.
                                                 References from other institutions:
                                                       o Uni Melb (Matrix).
                                                       o Monash (TeamSite).
                                                                                                                                 Page 27 of 49


                                                o DoJ (TeamSite).
                                          Ensure a failover website (using
                                           HTTrack) is setup on a separate
                                           web server(s) that would keep
                                           disruption to a minimum whilst
                                           hardware is serviced / replaced.
3   Security                              Sensitive information is not housed    Inadequate   Unlikely 0.3   Major 8      2.4         1
    System security is inadequate          in the CMS.
    for UWA needs & expectations.         Password communication can be
                                           made via a secure encrypted
                                           channel.
                                          MySource Matrix has a more
                                           sophisticated permissions model
                                           than MySource Classic.
4   Custom            functionality       Sufficient information has been        Adequate     Unlikely 0.3   Major 8      2.4         1
    The system may not be able to          supplied by the vendor on how
    incorporate custom functionality       MySource Matrix can interface with
    already developed by the               other development environments.
    university.                           Sufficient information has been
                                           supplied by the vendor on how to
                                           integrate MySource Matrix with
                                           existing systems / data sources.
5   Extensibility                         The      vendor    has     confirmed   Adequate     Unlikely 0.3   Moderate 6   1.8         2
    The selected system may not            MySource Matrix has been built
    allow UWA to develop or extend         using open standards (PEAR) with a
    the functionality as required.         license that allows UWA to make
                                           modifications.
                                          Sufficient information has been
                                           supplied by the vendor on how
                                           MySource Matrix can interface with
                                           other development environments.
                                          Sufficient information has been
                                           supplied by the vendor on how to
                                           integrate MySource Matrix with
                                           existing systems / data sources.
6   Integration with other systems        Sufficient information has been        Adequate     Unlikely 0.3   Moderate 6   1.8         2
    The system may not be able to          supplied by the vendor on how
    integrate with other university        MySource Matrix can interface with
                                                                                                                                  Page 28 of 49


    systems and data sources.               other development environments.
                                           Sufficient information has been
                                            supplied by the vendor on how to
                                            integrate MySource Matrix with
                                            existing systems / data sources.
                                           Establish a coordinating group of the
                                            owners/managers of the University
                                            systems to be integrated to establish
                                            a single point of reference for
                                            coordinating     systems    providing
                                            online information and services.
7   Complexity                             Vendor response to functional            Adequate   Unlikely 0.3   Moderate 6   1.8         2
    Requirements specified may be           requirements.
    too complex for selected system        Comparison to other CMS products
    to manage.                              via http://cmsmatrix.org.
                                           Comparison       to   the    Library’s
                                            experience using MySource Matrix.
                                           Testing via the Library’s test
                                            installation of MySource Matrix.
                                           References from other institutions:
                                                 o Uni Melb (Matrix).
                                                 o Monash (TeamSite).
                                                 o DoJ (TeamSite).
                                           MySource Matrix is an extensible
                                            system.
8   Infrastructure                         ITS upgrade of University Website        Adequate   Unlikely 0.3   Moderate 6   1.8         2
    Inadequate infrastructure at            Infrastructure (June 2007).
    UWA to run selected system at          Clustering, load balancing, server
    optimal       performance      or       replication.
    insufficient resources to provide      Project reorganisation of information
    adequate service levels.                on all official websites will reduce
                                            the number of pages and size of the
                                            UWA website.
                                           Central IT Service Desk Project (end
                                            of 2007).
                                           Project recommendations regarding
                                            a range of services to be provided
                                            and activities undertaken to support
                                                                                                                                  Page 29 of 49


                                            those involved in maintaining
                                            websites across the University.
                                           Ensure a failover website (using
                                            HTTrack) is setup on a separate
                                            web server(s) that would keep
                                            disruption to a minimum whilst
                                            hardware is serviced / replaced.
9    Short time-frame of project           Previous related review work that      Inadequate   Unlikely 0.3   Moderate 6   1.8         2
     Limited     consultation  with         has been undertaken:
     stakeholders could result in                o Web @ UWA Review
     certain   requirements   being              o UWA CMS Review
     missed.                               Visits and liaison with Schools
                                            currently outside the CMS.
                                           Archives and Records involvement.
                                           ITS involvement.
                                           Equity and Diversity involvement.
10   Product         support       &       MySource Matrix has a clear            Inadequate   Unlikely 0.3   Moderate 6   1.8         2
     development                            upgrade path guaranteed by the
     Vendors not providing adequate         vendor.
     support for selected product.         Large user base of Matrix will
                                            ensure product remains supported.
                                           Vendor      provision   of   support
                                            agreements and SLAs.
11   Usability                             MySource Matrix has clearer            Adequate     Rare 0.05      Major 8      0.4         3
     The new system will be more            distinctions between administrative
     difficult or complex for content       and editor roles vastly simplifying
     authors to use than the existing       the editing interface.
     system.                               Many functions are the same in
                                            Classic and Matrix which will reduce
                                            the amount of retraining required.
                                                                            Page 30 of 49




UNIVERSITY RISK MATRIX

                                               CONSEQUENCES

LIKELIHOOD            Insignificant    Minor      Moderate     Major       Catastrophic

                           1             2           6           8             10


Rare 0.05                 0.05          0.10        0.3         0.4            0.5


Unlikely 0.3              0.3           0.6         1.8         2.4            3.0


Possible 0.5              0.5           1.0         3.0         4.0            5.0


Likely 0.7                0.7           1.4         4.2         5.6            7.0


Almost Certain 0.9        0.9           1.8         5.4         7.2            9.0



Outcomes
0.0 - 0.7 LOW - Manage by routine procedure.
0.8 - 2.6 MINOR - Clear published guidelines to be available. Monitor.
2.7 - 4.0 MODERATE - Active management & mitigation. Regular monitoring.
4.1 - 6.9 MAJOR - Senior management attention required. Consider elimination and devise
action plan to reduce risk. Execute plan. Monitor.
> 7 EXTREME - Immediate action required. Consider elimination. Active management
required. Continuous review & monitoring.
                                Low       Minor   Moderate   Major




                                      1
                                              2
                                                  3
                                                         4
                                                               5




                Governance


                  Scalability


                    Security


       Custom functionality

                Extensibility

      Integration with other
                   systems

                 Complexity


              Infrastructure

Short time frame of project /
        Lack of consultation
         Product support &
              development

                   Usability
                                                                     Risk Analysis of upgrading the University CMS to MySource Matrix
                                                                                                                                        Page 31 of 49
                                                                                                        Page 32 of 49




                Risk Analysis of upgrading the University CMS to MySource Matrix:
                Likelihood vs. Consequence


Consequence                                                                   Risks
                                                                              Governance
                                                                              Scalability
Catastrophic
                                                                              Security
                                                                              Custom functionality
       Major                                                                  Extensibility
                                                                              Integration with other systems
                                                                              Complexity
  Moderate                                                                    Infrastructure
                                                                              Short time frame of project
                                                                              Product support & development

       Minor
                                                                              Usability

Insignificant

                                                                              Likelihood
                              Unlikely




                                                    Likely




                                                             Almost certain
                                         Possible
                    Rare
                                                                                                                                               Page 33 of 49



APPENDIX THREE : RISK TREATMENT PLAN
http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Evaluation%20Risk%20Treatment%20Plan.doc
* Risk rating after treatment = Likelihood X Consequence

   Risk reference number (in Priority                  Treatment Actions                   Risk        Person/s         Timetable to      How will this risk
Order) + Description (Prefix risk number                                                  rating    responsible for    implement (or       and treatment
         with 3 letter identifier)                                                         after    implementation       “In place”)         option be
                                                                                        treatment                                           monitored?
                                                                                             *
1      Governance                           Monitor existing controls for               2.4 Minor   Fiona Reilly      Prior to system     Monitored by
       Inability of system to effectively   effectiveness.                                          Grant Malcolm     implementation /    Project Reference
       control governance standards                                                                                   migration / staff   Group.
       set by UWA to ensure                                                                                           training.
       compliance with UWA rules.
2      Scalability                          Monitor existing controls for               2.4 Minor   ITS               Upon system         Monitored by
       System may not be capable of         effectiveness.                                                            implementation.     University
       expansion to sufficient size to                                                                                                    Website
       meet UWA requirements.                                                                                                             Coordinator
                                                                                                                                          during
                                                                                                                                          implementation of
                                                                                                                                          system.
3      Security                                Setup SSL encryption of CMS             0.4 Low     ITS               Upon system         Monitored by
       System security inadequate for           server.                                             Web Office        implementation /    University
       UWA needs & expectations.               Implement more granular                                               configuration.      Website
                                                permissions for University sub sites.                                                     Coordinator
                                                                                                                                          during
                                                                                                                                          implementation of
                                                                                                                                          system.
4      Custom functionality                 Monitor existing controls for               2.4 Minor   Grant Malcolm     Upon system         Monitored by
       The system may not be able to        effectiveness.                                                            implementation.     University
       incorporate custom functionality                                                                                                   Website
       already developed by the                                                                                                           Coordinator
       university.                                                                                                                        during
                                                                                                                                          implementation of
                                                                                                                                          system.
                                                                                                                                        Page 34 of 49


5    Extensibility                       Monitor existing controls for            1.8 Minor   Grant Malcolm    As required.        Monitored by
     The selected system may not         effectiveness.                                                                            University
     allow UWA to develop or extend                                                                                                Website
     the functionality as required.                                                                                                Coordinator as
                                                                                                                                   required.
6    Integration with other systems      Monitor existing controls for            1.8 Minor   Grant Malcolm    Upon system         Monitored by
     The system may not be able to       effectiveness.                                                        implementation.     University
     integrate with other university                                                                                               Website
     systems and data sources.                                                                                                     Coordinator
                                                                                                                                   during
                                                                                                                                   implementation of
                                                                                                                                   system.
7    Complexity                          Monitor existing controls for            1.8 Minor   Sarah Delfante   Fri 25/05/2007      Review by Project
     Requirements specified may be       effectiveness.                                                                            Reference Group.
     too complex for selected system
     to manage.
8    Infrastructure                      Monitor existing controls for            1.8 Minor   Grant Malcolm    Prior to            Monitored by
     Inadequate infrastructure at        effectiveness.                                       ITS              completion or       Project Reference
     UWA to run selected system at                                                                             project.            Group.
     optimal performance or
     insufficient resources to provide
     adequate service levels.
9    Short time-frame of project            Develop communication plan to        0.6 Low     Grant Malcolm    Prior to system     Monitored by the
     Limited consultation with               conduct University-wide                                           implementation /    Project Reference
     stakeholders could result in            communication to encourage                                        migration / staff   Group.
     certain requirements being              adoption of new system – note                                     training.
     missed.                                 stakeholder input into previous
                                             related review work that has been
                                             undertaken:
                                                  o Web @ UWA Review
                                                  o UWA CMS Review
10   Product support &                      Purchase Squiz support pack.         0.3 Low     Web Office       Upon                Monitored by
     development                            Maintain MySource Matrix expertise                                completion of       University
     Vendors not providing adequate          in-house.                                                         project.            Website
     support for selected product.          Develop plans and begin                                                               Coordinator.
                                             preparation to upgrade to MySource
                                             Version 4 at the optimum time and
                                             before MySource Matrix support is
                                                                                                                          Page 35 of 49


                                            discontinued.

11   Usability                          Monitor existing controls for   0.4 Low   Grant Malcolm   Prior to system    Monitored by
     The new system will be more        effectiveness.                            Web Office      implementation /   University
     difficult or complex for content                                                             migration.         Website
     authors to use than the existing                                                                                Coordinator.
     system.
                                                                                                                                                Page 36 of 49



    APPENDIX FOUR : ISSUE REGISTER
    http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Evaluation%20Issues%20Register.doc

Ref Description                            Options                                    Action                           Owner        Completion          Status
                                                                                                                                    date
1      Infrastructure                      Ensure a failover website (using           ITS to setup failover website    ITS          After system        Open
                                           HTTrack) is setup on a separate web        after system is implemented.                  implementation.
       Insufficient hardware with          server(s) which would keep disruption to
       adequate support will result in     a minimum whilst hardware is serviced
       failure of the University website   or replaced.
       and project deliverables.

2      Server capacity / Size of           Setup automated backups to tape and        ITS / Web Office to setup and    ITS / Web    Upon system         Open
       database                            screenshot captures of the website to      configure during system          Office       implementation /
                                           fulfil Sate Records Act requirements.      implementation.                               configuration.
       How much space is required
       needs to be determined.             Setup rollback to delete versions of
       Enabling rollback requires a        content older than a specified date.
       large amount of sever space and
       the large size of the database
       may result in performance
       issues.

3      Integration with a university       Ensure the Portal Project Board are        Brian Poleykett to oversee       Brian        Upon                Open
       portal                              aware of the issue.                        and devise the method or         Poleykett    implementation of
                                                                                      portal / CMS integration as                   the University
       It has not been established how     Establish regular liaison between the      Project Manager of the           Web Office   portal.
       portal / CMS integration will be    University Website Project and Portal      University Portal Project.
       setup.                              Project.
                                                                                      Web Office to perform CMS
                                                                                      testing for Brian Poleykett as
                                                                                      required.

4      Metadata functionality              Investigate integrating MySource Matrix    Project working party to         Grant        Prior to system     Open
                                           with an automated metadata tool (such      investigate integrating
                                                                                                                                                   Page 37 of 49


                                         as Interwoven Meta Tagger) to             MySource Matrix with a            Malcolm        acquisition.
    MySource Matrix doesn’t have
    automated metadata                   automatically populate metadata for all   similar tool. Help could be
                                         pages avoiding a lengthy and error        sought from local Interwoven      Fiona Reilly
    functionality. Entering the
                                         prone manual process.                     partners Change Corp.
    required metadata manually
    would:

       potentially delay the project.

       potentially introduce errors.

5   Governance                           Develop comprehensive communication       Project working party to          Grant          Upon                   Open
                                         plan that outlines benefits and Vice      develop and deliver               Malcolm        implementation of
    The project will fail to meet        Chancellor support for the project.       communication plan.                              system.
    specified objectives if Faculties                                                                                Fiona Reilly
    and other University bodies do                                                 Web Office to develop and
    not adhere to the governance                                                   deliver training program in       Web Office
    structure.                           Develop comprehensive training and        conjunction with the project
                                         support programs for staff.               working party (who exactly?).

6   Ignoring industry leading CMS        Compare CMS products via                  References, a demonstration       Sarah          Upon evaluation of     Closed
    products                             http://cmsmatrix.org.                     and screen shots have been        Delfante       upgrade –
    There may be other systems that                                                acquired from Interwoven                         completed
    meet or exceed our                                                             TeamSite clients (DoJ,            Grant
    requirements but will be                                                       Monash).                          Malcolm        Fri 25/05/07.
    excluded from further evaluation     Seek references from clients of
    should MySource Matrix be            Interwoven TeamSite – documented by                                         Fiona Reilly
    implemented.                         Gartner as an industry leading CMS.
                                                                                   It has been determine that the
                                                                                   editing interface of Interwoven
                                                                                   is less desirable than that of
                                                                                   MySource Matrix.

7   Website Analytics                    Investigate / implement alternative       Project working party to          Fiona Reilly   Upon                   Open
    The system may not be able to        software –licenses may need to be         investigate and implement                        implementation of
    provide comprehensive enough         purchased.                                software that will meet all                      system.
    analytical information. Open                                                   requirements.
    source products AW Stats and
    Webalizer do not provide click
    through paths.
                                                                                                                                                Page 38 of 49


8    Upgrade                              Develop plans and begin preparation to      Web Office to develop plans      Web Office   Upon completion     Open
                                          upgrade to MySource Version 4 at the        and begin preparation for the                 of the project.
     It is confirmed that MySource        optimum time and before MySource            next upgrade.
     version 4 will be released in        Matrix support is discontinued.
     2008. Will it be acceptable to
     upgrade / migrate again in 3-5
     years?

9    Content Migration                    Pilot the migration of several University   Fiona Reilly to oversee the      Fiona        Pilot 1 scheduled   Open
                                          sites to determine resources, time, skill   pilot and determine resources,   Reilly.      for?
        Sufficient resources and         and the extent of data cleansing and        time, skill and the extent of
         skills are required to migrate   reformatting required.                      data cleansing and
         the University websites.                                                     reformatting required.

        The extent of data cleansing
         and formatting required to       Then determine if the full migration can
         migrate is unknown.              be done manually to deadline or if          Decide whether Squiz scripts
                                          scripts supplied by Squiz should be used    will be beneficial after the
                                          to automatically perform the migration.     pilot.

10   Training of staff                    Develop comprehensive training and          Web Office to develop and        Web Office   Upon                Open
                                          support programs for existing staff.        deliver training program in                   implementation of
        Extensive training and                                                       conjunction with the project     Project      system.
         retraining will be required.                                                 working party (who exactly?).    Working
                                                                                                                       Party (who
        Project budget may not           Develop recruitment processes targeted                                       exactly?)
         specify the extent of            at acquiring and retaining staff with
         resources required for this.     appropriate levels of skill and web
                                          expertise.
        Project success is
         dependant effective training
         and adequate numbers of
         trained staff.

11   CMS as a delivery platform           Ensure a failover website (using            ITS to setup failover website    ITS          After system        Open
     The system may not be able to        HTTrack) is setup on a separate web         after system has been                         implementation.
     separate content management          server(s) which would keep disruption to    implemented.
     from delivery i.e. CMS downtime      a minimum whilst hardware is serviced
     would result in the website being    or replaced.
                                                                                                                                            Page 39 of 49


     down.

12   Accessibility                         It is possible to create templates that    Web Office to develop and     Web Office   Upon                Open
                                           allow web-accessible editing through the   test web accessible ‘simple                implementation of
     Visually impaired staff will not be   front-end ‘simple edit’ interface.         edit’ templates.                           system.
     able to use the admin interface
     of MySource Matrix.
                                                                                Page 40 of 49



APPENDIX FIVE: EXPECTED BENEFITS

   MySource Matrix is an open source product.
   MySource Matrix has an improved user interface to MySource Classic:
    o There is a clearer distinction between administrative and editing functions which
        vastly simplifies the editing interface.
    o Editing can be performed via the front-end website and in-context.
   MySource Matrix features functionality to assist with quality assurance processes:
    o Workflow
    o Approval
    o Automated Up-for-Review
    o Mandatory metadata entry
   MySource Matrix has comprehensive versioning and rollback functionality – assisting the
    University comply with the State Records Act.
   MySource Matrix features a more granular permissions model that MySource Classic.
   MySource Matrix has more import and export tools than MySource Classic, allowing the
    transfer of information with external sources through a variety of methods.
   There are many functions that are the same in MySource Classic and MySource Matrix
    which will reduce the amount of staff retraining required.
   There is existing MySource Matrix knowledge and experience at the University in the
    Library.
   MySource Matrix has other Higher Education and Public Service clients and
    implementations that host hundreds of thousands of pages and receive millions of hits per
    day:
    o Matrix has the proven ability to perform well for sites of a large size/scale.
    o Customer references can be sought.
    o There is an active MySource Matrix user community.
   Squiz can assist upgrading the MySource Matrix with the provision of scripts to
    automatically migrate content.
                                                                                 Page 41 of 49



APPENDIX SIX: CASE STUDY: DEPARTMENT OF JUSTICE
Interwoven TeamSite

Metadata
The Interwoven Meta Tagger tool (additional product to TeamSite) is used to implement the
Department‟s metadata – including a „Function‟ field taken from their Business Records
Classification Schema.
http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/DOJ%20m
etadata%20documentation.msg

Meta Tagger took 2 weeks for 1 staff member FTE to train however the most time consuming
part of the process was locating suitable documents. This would not be an issue for UWA as
we can quickly and easily obtain suitable documents from TRIM.

Metadata auto-populated by the Meta Tagger tool is manually checked by a content editor as
part of the workflow process. The content editor has the ability to modify or refine what the
Meta Tagger tool has entered in the metadata fields.

Editing interface
TeamSite is designed so that the system is not the delivery platform. It uses an additional
product called Open Deploy to publish a static version of the website to a separate web server.

Due to the separation of system and site editing can not be performed through the “front-end‟.
Content editors have to log into the administrative interface of TeamSite and browse to find
their page and edit it that way. Pages are broken up into content blocks that are edited in
individual form fields – editing is not in-context.
                                                                                Page 42 of 49



Versioning and rollback
DoJ have versioning and rollback enabled for their TeamSite installation and database size
over the two years since implementation has never been an issue.

Portal integration
The file system of the deployed static website is crawled by Plumtree/BEA portal which
harvests pages metadata and URLs to display in portlets. UWA could also use BEA portal in
this manner.
                                                                                Page 43 of 49



APPENDIX SEVEN: CASE STUDY: MONASH UNIVERSITY
Interwoven TeamSite

Metadata
The Interwoven Meta Tagger tool (additional product to TeamSite) is used to implement the
University‟s metadata primarily for the website‟s search functionality. The University have
incorporated the tool as part of workflow and are whilst satisfied have identified ways to
refine the tool to improve accuracy.

Editing interface
As with the DoJ, due to TeamSite‟s design editing must be done via the administration
interface. Editing is not in-context. Monash acknowledged some editors find the system
difficult and not intuitive and support for editors is required.

Scalability and performance
Monash‟s TeamSite installation hosts approximately 100 sites and hundreds of thousands of
pages. Monash have experienced no scalability or performance issues. TeamSite is installed
on a single server and deploys out to load balanced web server(s). Meta Tagger is also
installed on a separate server.

Versioning and rollback
Monash have versioning and rollback enabled for their TeamSite installation and data size is
not an issue. For versioning they use a SAN to act as a backing store.

Portal integration
Monash are currently developing portal functionality in-house but integration with TeamSite
is yet to be looked at. A contact from the Monash Portal Team has been provided.
                                                                               Page 44 of 49



APPENDIX EIGHT: CASE STUDY: UNIVERSITY OF MELBOURNE
MySource Matrix

Metadata
The University of Melbourne use MySource Matrix‟s native metadata functionality. They
auto-populate system-wide metadata through Matrix keywords. Page specific metadata is
manually entered by content editors.

Editing interface
MySource Matrix is designed so that the CMS is the delivery platform. This means users can
browse to the page they wish to edit on the “front-end” website and append “_edit” to the
URL to enter editing mode. Editing is done in-context.

Scalability and performance
The University of Melbourne‟s MySource Matrix installation hosts approximately 900 sites
and 300,000 assets. They‟ve had no performance issues for the front-end website however
they did have some performance issues with the administration interface due to not having a
compatible version of Java RTR installed. Matrix will not be compatible with JRE 1.6 until
January 2008.

Versioning and rollback
The University of Melbourne have rollback enabled and the database size is not an issue.

Portal integration
The University of Melbourne do not have a portal product configured to integrate with
MySource Matrix.
                                                                                                                               Page 45 of 49



APPENDIX NINE: CMS MATRIX COMPARISON OF CMS PRODUCTS
http://teams.admin.uwa.edu.au/sites/projectserver_114/Identification/Architecture/CMS%20Matrix%20Comparison.xls

Product                        Drupal 5.1            Interwoven TeamSite 6.5              MySource Matrix 3.12.0   RedDot CMS 7.1
Last Updated                   5/13/2007                                      4/09/2006   1/15/2007                8/14/2006
System Requirements            Drupal                Interwoven TeamSite                  MySource Matrix          RedDot CMS
Application Server             PHP 4.3.3+            built-in (none required)             Apache                   not needed
Approximate Cost               Free                  negotiable                           Free                     Variable, Starts at 55K
Database                       MySQL, Postgres       built-in (none required)             Postgres, Oracle         Oracle, SQLserver, MSDE
                                                                                          GNU GPL + optional
License                        GNU GPL               Proprietary                          Commercial license       Commercial
Operating System               Any                   Linux, Solaris, Windows              Any                      Windows
                                                     Java, JSP, Perl, CGI, C++,                                    .NET/PHP/Java/XML/XSLT/
Programming Language           PHP                   JavaScript, HTML                     PHP 4.3 or later         JavaScript/JSP
Root Access                    No                    Yes                                  Yes                      Yes
Shell Access                   No                    Yes                                  Yes                      Yes
Web Server                     Apache, IIS           IIS, Apache                          Apache                   IIS
Security                       Drupal                Interwoven TeamSite                  MySource Matrix          RedDot CMS
Audit Trail                    Yes                   Yes                                  Yes                      Yes
Captcha                        Free Add On           Limited                              Limited                  No
Content Approval               Yes                   Yes                                  Yes                      Yes
Email Verification             Yes                   Free Add On                          Yes                      Yes
Granular Privileges            Yes                   Yes                                  Yes                      Yes
Kerberos Authentication        No                    Limited                              Limited                  No
LDAP Authentication            Free Add On           Yes                                  Yes                      Yes
Login History                  Yes                   Yes                                  Yes                      Yes
NIS Authentication             No                    Yes                                  No                       No
NTLM Authentication            Free Add On           Yes                                  No                       Yes
Pluggable Authentication       Yes                   Yes                                  Yes                      Yes
Problem Notification           No                    Yes                                  Yes                      Yes
Sandbox                        No                    Yes                                  Yes                      Yes
Session Management             Yes                   Yes                                  Limited                  Yes
SMB Authentication             No                    Limited                              Limited                  No
SSL Compatible           Yes           Yes                   Yes               Yes
SSL Logins               No            Yes                   Yes               Yes
SSL Pages                No            Yes                   Yes               Yes
Versioning               Yes           Yes                   Yes               Yes
Support                  Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Certification Program    No            Yes                   Yes               Yes
Code Skeletons           Yes           Yes                   Yes               No
Commercial Manuals       Yes           Yes                   Yes               Yes
Commercial Support       Yes           Yes                   Yes               Yes
Commercial Training      Yes           Yes                   Yes               Yes
Developer Community      Yes           Yes                   Yes               Yes
Online Help              Yes           Yes                   Limited           Yes
Pluggable API            Yes           Yes                   Yes               Yes
Professional Hosting     Yes           Costs Extra           Yes               Yes
Professional Services    Yes           Yes                   Yes               Yes
Public Forum             Yes           Yes                   Yes               Yes
Public Mailing List      Yes           Yes                   Yes               Yes
Test Framework           Free Add On   Yes                   Yes               No
Third-Party Developers   Yes           Yes                   Yes               Yes
Users Conference         Yes           Yes                   Yes               Yes
Ease of Use              Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Drag-N-Drop Content      No            Yes                   Yes               Yes
Email To Discussion      Free Add On   Yes                   No                Yes
Friendly URLs            Yes           Yes                   Yes               Yes
Image Resizing           Free Add On   Free Add On           Yes               Yes
Macro Language           Free Add On   Limited               Yes               Yes
Mass Upload              Free Add On   Yes                   Yes               Yes
Prototyping              No            Yes                   Yes               Yes
Server Page Language     Yes           Yes                   Yes               Yes
Spell Checker            Free Add On   Yes                   Free Add On       Costs Extra
Style Wizard             No            Yes                   Limited           No
Subscriptions            Free Add On   Costs Extra           Costs Extra       Yes
Template Language        Limited       Yes                   Yes               Yes
UI Levels                No            Yes                   Yes               Yes
Undo                     Limited       Yes                   Yes               Yes
WYSIWYG Editor              Free Add On   Yes                   Yes               Yes
Zip Archives                No            Yes                   No                No
Performance                 Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Advanced Caching            Yes           Yes                   Yes               Costs Extra
Database Replication        No            Yes                   Yes               No
Load Balancing              Yes           Yes                   Yes               Yes
Page Caching                Yes           Yes                   Yes               Yes
Static Content Export       No            Yes                   Free Add On       Yes
Management                  Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Advertising Management      Free Add On   Costs Extra           Costs Extra       Yes
Asset Management            Yes           Yes                   Yes               Yes
Clipboard                   No            Yes                   Yes               Yes
Content Scheduling          Free Add On   Yes                   Yes               Yes
Content Staging             No            Yes                   Limited           Yes
Inline Administration       Yes           Yes                   Yes               Yes
Online Administration       Yes           Yes                   Yes               Yes
Package Deployment          No            Yes                   Yes               Yes
Sub-sites / Roots           Yes           Yes                   Yes               Yes
Themes / Skins              Yes           Yes                   Yes               Yes
Trash                       No            Yes                   Yes               Yes
Web Statistics              Yes           Free Add On           Free Add On       Costs Extra
Web-based Style/Template
Management                  Yes           Yes                   Yes               Yes
Web-based Translation
Management                  Yes           Yes                   Yes               Yes
Workflow Engine             Limited       Yes                   Yes               Yes
Interoperability            Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Content Syndication (RSS)   Yes           Yes                   Yes               Yes
FTP Support                 Limited       Yes                   Yes               Yes
UTF-8 Support               Yes           Yes                   Limited           Yes
WAI Compliant               Limited       Yes                   Yes               Yes
WebDAV Support              No            Yes                   No                Yes
XHTML Compliant             Yes           Yes                   Yes               Yes
Flexibility                 Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
CGI-mode Support            Yes           Yes                   No                Limited
Content Reuse               Limited       Yes                   Yes               Yes
Extensible User Profiles    Yes           Yes                   Yes               Yes
Interface Localization      Yes           Yes                   Yes               Yes
Metadata                    Yes           Yes                   Yes               Yes
Multi-lingual Content       Yes           Yes                   Yes               Yes
Multi-lingual Content
Integration                 Free Add On   Yes                   No                Yes
Multi-Site Deployment       Yes           Yes                   Yes               Yes
URL Rewriting               Yes           Yes                   Yes               Yes
Wiki Aware                  Free Add On   Limited               Limited           Costs Extra
Built-in Applications       Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Blog                        Yes           No                    Limited           Costs Extra
Chat                        Free Add On   No                    No                Costs Extra
Classifieds                 Free Add On   No                    Yes               Costs Extra
Contact Management          Free Add On   No                    Yes               Costs Extra
Data Entry                  Free Add On   Yes                   Yes               Yes
Database Reports            No            Costs Extra           Costs Extra       Yes
Discussion / Forum          Yes           Free Add On           Costs Extra       Costs Extra
Document Management         Limited       Yes                   Costs Extra       Costs Extra
Events Calendar             Free Add On   Free Add On           Costs Extra       Costs Extra
Events Management           Free Add On   Free Add On           Costs Extra       No
Expense Reports             No            Costs Extra           No                Costs Extra
FAQ Management              Yes           Free Add On           Yes               Costs Extra
File Distribution           Free Add On   Yes                   Yes               Costs Extra
Graphs and Charts           No            Free Add On           Costs Extra       No
Groupware                   Free Add On   Free Add On           Costs Extra       No
Guest Book                  Free Add On   Yes                   Yes               Costs Extra
Help Desk / Bug Reporting   Free Add On   Yes                   Costs Extra       Yes
HTTP Proxy                  No            Yes                   Free Add On       Yes
In/Out Board                No            Limited               Limited           No
Job Postings                Free Add On   Yes                   Yes               Yes
Link Management             Free Add On   Yes                   Yes               Yes
Mail Form                   Free Add On   Free Add On           Yes               Yes
Matrix                      No            Free Add On           Limited           No
My Page / Dashboard         Free Add On   Yes                   Yes               Yes
Newsletter                 Free Add On   Free Add On           Costs Extra       No
Photo Gallery              Free Add On   Free Add On           Yes               Yes
Polls                      Yes           Free Add On           Yes               Costs Extra
Product Management         Free Add On   Free Add On           Yes               Costs Extra
Project Tracking           Free Add On   No                    No                Costs Extra
Search Engine              Yes           Yes                   Costs Extra       Costs Extra
Site Map                   Free Add On   Free Add On           Yes               Yes
Stock Quotes               Free Add On   No                    No                No
Surveys                    Free Add On   No                    Limited           Costs Extra
Syndicated Content (RSS)   Yes           Yes                   Yes               Yes
Tests / Quizzes            Free Add On   No                    Limited           Costs Extra
Time Tracking              Free Add On   No                    No                Costs Extra
User Contributions         Yes           Yes                   Yes               Yes
Weather                    Free Add On   Free Add On           No                No
Web Services Front End     No            Yes                   No                Yes
Commerce                   Drupal        Interwoven TeamSite   MySource Matrix   RedDot CMS
Affiliate Tracking         Free Add On   Free Add On           Limited           Yes
Inventory Management       Free Add On   Free Add On           No                No
Pluggable Payments         Free Add On   Yes                   Yes               No
Pluggable Shipping         Free Add On   Yes                   Yes               No
Pluggable Tax              Free Add On   Yes                   No                No
Point of Sale              No            Yes                   No                No
Shopping Cart              Free Add On   Free Add On           Costs Extra       Costs Extra
Subscriptions              Free Add On   No                    No                No
Wish Lists                 Free Add On   No                    No                Costs Extra

				
yanyan yan yanyan yan
About